Executive Assistant II

Department

Community Engagement and External Affairs

Location

Belknap Campus

Time Type

Full time

Worker Type

Regular

Job Req ID

R104283

Minimum Requirements

Bachelor’s degree plus 5 years’ experience working in community based/higher education setting or the equivalency of education and experience. Grade 7 (Salaried)

Position Description

Job Title: Executive Assistant II

Reports To: Vice President

Department: Community Engagement and External Affairs

Job Summary

The Executive Assistant II provides support to the Vice President of Community Engagement and Associate Vice President of Community Engagement. This position operates independently, executing a variety of complex and routine administrative duties in support of day-to-day operations and program management within the Community Engagement Office. This position maintains sensitive documents and information and provides excellent communication between the VPCE Leadership team, Executive Offices, University Leadership, and community partners.

Essential Duties And Responsibilities

Provide general administrative support to VPCE and AVPCE including coordination of complex meeting schedules for both the VPCE and the AVPCE, provide support to Signature Partnership Faculty Liaisons Council and University-Community Partnership Board. Serve on the Leadership Team. Plan and coordinate special events and team meeting for the Community Engagement office. Oversee daily operational functions for the OCE Office including coordination of coverage and project planning for two office locations. Independently manage special projects for VPCE and AVPCE including understanding and articulating goals and desired outcomes, establishing timelines, and prioritizing steps/tasks. Manage department ProCard including reallocations, reconciliations, preparing payment requests, and travel expense reports ensuring compliance with University Policies. Serve as a CE liaison with University Partners including the Office of Human Resources and the Office of Institutional Advancement. Maintain unit personnel and financial records in accordance with the University’s record retention schedule. Supervise Federal Work-Study Student(s); delegate and oversee work assignments. Perform other duties as assigned by the Vice President for Community Engagement.

Preferred Qualifications

10 years’ experience providing senior level administrative project support and leadership in a large, complex agency/organization i.e. Higher Education. Proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities. Experience working and communicating with diverse populations. Excellent analytical, verbal, and written communication skills and ability to convey information clearly and concisely. Demonstrated ability to communicate effectively with varied constituents ranging from university administration, faculty, staff, students, and community residents and partners. Attention to detail. Maintain discretion and confidentiality.

Competencies

Proactive – anticipates and plans for problems before they arise. Project Management – organized, task oriented, ability to delegate and follow-up. Flexible – ability to change directions as needed for the good of the department or organization. Service Excellence – responsive, informs constituents of process, pleasant to work with, educates and provides timely, accurate information. Organized – manages time effectively, keeps tasks appropriately prioritized. Critical Thinking – ability to think through issues and identify appropriate options. Work Ethic – motivated, diligent, industrious, and persistent in the workplace, stays on tasks to completion, works at a fast pace to ensure optimal efficiency. Interpersonal – can build effective, strong working relationships with employees, colleagues, management and vendors through trust, communication, and credibility. Teamwork – ability to work with others, serve others, help others, lead others, mentor. others, take directions from others in the interest of moving process and programs forward to the desired outcome.

Compensation Will Be Commensurate To Candidate Experience.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at employment@louisville.edu or 502.852.6258.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.